How a 12-person agency cut billable-hour leakage by 40%

The setup

A 12-person creative agency in Bangalore was running client projects on a mix of spreadsheets, Slack reminders, and a shared Google Calendar. Hours got logged at the end of the week — sometimes — and the founder had no way to know if a project was actually profitable until the invoice went out.

The problem

When they audited a quarter of work against invoices, two things stood out:

• ~40% of tracked hours had no associated client or project tag, making it impossible to bill them.
• Designers were averaging 6 hours of "context switching" per week that nobody had budgeted for.

What changed with TRAKKAR.IN

The team rolled out TRAKKAR.IN over a single sprint:

1. Each project got a single source of truth — no more parallel sheets.
2. The desktop app auto-categorized time against active projects, so logging stopped being a Friday-afternoon ritual.
3. Managers got weekly reports with the actual cost-vs-earning split per project.

The result

Within two months:

• Billable-hour recovery went from 60% to 84% of total tracked time.
• The founder caught two unprofitable retainers before renewal.
• The Friday "where did this week go?" panic disappeared.

"We didn't realize how much money was leaking until we actually saw it. The first month paid for the tool ten times over."

— Operations lead

Want a similar setup?

Contact our team for a walkthrough — we can usually get a 10-person team live within a week.